9 Chapter 4

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This deck includes 22 flashcards covering abc format, correspondence include, negative correspondence, and related concepts. Use it to review key ideas, focus on weak cards, and prepare for your exam with StudyLess.

1. 01

   What are the General Guidelines for Correspondence?

   Know Your Purpose, Know Your Readers, Follow Correct Format, Follow the ABC Format for All Correspondence, Use the 3Cs Strategy for Persuasive Messages-Capture, Convince and Contact, Stress the "You" Attitude, Use Attachments for Details, Be Diplomatic, Edit Carefully, Respond Quickly.

2. 02

   What does the 'Abstract' section of the ABC Format for Positive Correspondence include?

   A bridge between this letter and last communication with person, and a clear statement of good news.

3. 03

   What does the 'Body' section of the ABC Format for Positive Correspondence include?

   Supporting data for the main point mentioned in the abstract, clarification of any questions the reader may have, and qualification, if any, of the good news.

4. 04

   What does the 'Conclusion' section of the ABC Format for Positive Correspondence include?

   A statement of eagerness to continue the relationship or complete the project, and a clear statement, if appropriate, of what step should come next.

5. 05

   What is the primary principle for Negative Correspondence?

   Buffer the bad news, but still be clear.

6. 06

   What does the 'Abstract' section of the ABC Format for Negative Correspondence include?

   A bridge between your letter and previous communication, and a general statement of purpose or appreciation.

7. 07

   What does the 'Body' section of the ABC Format for Negative Correspondence include?

   Strong emphasis on what can be done, a buffered yet clear statement of what cannot be done, and facts that support your views.

8. 08

   What does the 'Conclusion' section of the ABC Format for Negative Correspondence include?

   Closing remarks that express interest in continued association, and a statement, if appropriate, of what will happen next.

9. 09

   What is the primary principle for Neutral Correspondence?

   Be absolutely clear about your inquiry or response.

10. 10

    What does the 'Abstract' section of the ABC Format for Neutral Correspondence include?

    A bridge or transition between the letter and previous communication, if any, and the precise purpose of the letter.

11. 11

    What does the 'Body' section of the ABC Format for Neutral Correspondence include?

    Details that support the purpose statement, description of the item requested, requirements related to an invitation, or description of the item being sent.

12. 12

    What does the 'Conclusion' section of the ABC Format for Neutral Correspondence include?

    A statement of appreciation and a description of actions that should occur next.

13. 13

    What are letters sent from one organization to another called?

    Letters.

14. 14

    What types of correspondence can letters be?

    Positive, negative, or neutral.

15. 15

    What are the two main formats for letters?

    Block and Modified block.

16. 16

    What are the sections of a letter?

    Address of sender, Date, Address of recipient, Greeting, Body, Signature, and Reference to attachments/copies.

17. 17

    What is a memorandum?

    A document written from one member of an organization to another member of the same organization, usually covering just one subject.

18. 18

    What are the key components of a memorandum's format?

    To, From, Subject, and Date.

19. 19

    What are the characteristics of email?

    Written to internal and external readers, usually covers a single subject, style is often informal, sent and received quickly, inexpensive, and allows easy, inexpensive transmission of multiple copies to multiple readers.

20. 20

    What are important considerations for the appropriate use and style of email?

    Email is not private, should be written carefully, style may be informal, and don't send it too quickly.

21. 21

    What are key guidelines for email composition?

    Use style appropriate to the reader and subject, be sure your message indicates the context to which it applies, choose the most appropriate method for replying to a message, format your message carefully, chunk information for easy scanning, give readers a method to abstain from receiving future notices, suppress the email addresses of recipients, and when composing an important message, consider composing on your word processor.

22. 22

    When should you send a memo instead of an email?

    If the document is longer than can be viewed on a computer screen, includes special characters, includes graphics, will be posted in print form, or contains sensitive information.